PHAN MINH PHUONG (PHOEBE)

Achievement: Received the Dedication Award for three consecutive year

To be the main person in charge of all functions of HR, providing support in administrative tasks, billing and finance of the Law Firm

I. Human Resoruces Management

1. Compensation & Benefits

• Personally process payroll every month, including attendance tracking, leave management, salary adjustments, and payments for employees and collaborators.
• Verify and calculate bonuses, business trip allowances, and any additional earnings to ensure payroll accuracy.
• Directly handle social, medical, and unemployment insurance (SMUI) registrations, adjustments, and monthly contribution reconciliations with social insurance authorities.
• Prepare and submit personal income tax (PIT) declarations, including independent tax filings.
• Work directly with social insurance authorities to handle employee benefits and resolve issues.
• Compute and execute salary payment orders for support staff and security personnel.
• Develop and implement KPI criteria, conduct performance evaluations (monthly, quarterly, and annually), organize review meetings, and calculate performance-based bonuses.
• Manage and process payments for freelance and contract-based collaborators.
• Prepare detailed salary reports for internal review and compliance.

2. Policies & Compliance

• Personally draft, implement, and update HR policies and procedures to align with labor laws and business needs.
• Communicate company policies clearly to employees through various channels to ensure understanding and compliance.
• Create, optimize, and manage HR forms and automated workflows to improve efficiency.
• Independently prepare and submit required reports to government authorities, including the Department of Justice, Department of Labor, and Tax Authorities.

3. Recruitment, Employee Management & Relations

• Personally handle the full recruitment process, from sourcing and interviewing to hiring and maintaining a structured talent database.
• Conduct and oversee onboarding, including orientation, IT setup (email, phone), and equipment allocation for new employees.
• Maintain and update employee records, ensuring confidentiality and compliance with labor regulations.
• Draft and manage employment contracts, NDAs, probation evaluations, contract renewals, salary adjustments, and promotions.
• Plan and directly organize employee engagement activities, such as annual health check-ups, company trips, year-end parties, birthday celebrations, benefits programs, and office pantry supplies.

II. Client Operations – Finance & Billing

• Draft, review, and finalize legal service agreements with lawyers.
• Support clients with contract inquiries and documentation.
• Serve as the key liaison between the legal team and clients post-contract.
• Update and manage client case records for smooth service execution.
• Process billing timesheets, issue invoices, and track payments.
• Follow up on outstanding payments to ensure timely collections.
• Assist with periodic labour and investment reports for clients as needed.
• Prepare and present revenue and case reports weekly.
• Maintain and update contract templates and client documentation.

III. Administrative Management

• Oversee office procurement, maintenance, and vendor coordination.
• Manage IT systems, software licenses, and IT assets.
• Coordinate office relocations and setups across branches.
• Ensure fire safety compliance and handle certification renewals.

IV. Marketing & Events

• Assist in designing marketing materials and LinkedIn content.
• Prepare submissions for legal associations and awards.
• Organize networking events with universities and AmCham.
• Support event coordination for affiliated companies.

Internal Recruitment

Achievement: Successfully filled 28 vacancies with 41 hires within a two-month probation period.

• Lead recruitment for the headquarters and six local offices.
• Manage the entire hiring process: receive and analyze requests, source candidates, post jobs, shortlist applicants, coordinate interviews, conduct assessments, and communicate results.
• Handle recruitment approvals, prepare offer letters, and oversee onboarding.
• Conduct onboarding: orientation, bank account setup, document collection, AMIS account creation, and distribution of staff cards & uniforms.

Employee Document Management & Payroll

• Maintain employee records (hard & soft copies) and update staff data in Excel & AMIS.
• Oversee contract lifecycle: probation evaluations, contract renewals, promotions, resignations, salary adjustments, and other employment-related decisions.
• Process payroll documents, track KPIs, incentives, and benefits.
• Manage leave records and handle SMUI registrations (new enrollments, terminations, document processing).

Administrative Support

• Manage company assets: seals, fuel cards, technical inventory, and uniform distribution.
• Process payment orders from six local offices and headquarters, ensuring BOD approval and payment completion.
• Coordinate transportation logistics for staff and material deliveries.
• Handle official correspondence between headquarters and local offices.
• Oversee uniform procurement, from supplier negotiation to contract execution and inventory tracking.

• To be the person in charge of internal recruitment at Southside
• Manage a team with 5 HR Specialists functioned by back-office recruitment, mass recruitment and recruitment marketing
• Corporate with other departments to finalize, analyze the recruitment orders
• Directly work on full circle of recruitment plan: building talent pools, shortlisting candidate, developing new recruitment channels in both online and offline, cold-call and direct interviews, evaluate the recruitment result weekly/ monthly and create the solutions
• To be the person in charge for the whole process of recruitment temporary employee for monthly special projects from the sourcing to making payroll
• Directly work on managing, holding training sessions, building training documents and timeline for HR and operation department
• Take part in the process of building, optimizing KPIs for the HR department
• To be the host in the project of standardizing Talent Acquisition department frame of work in both procedure and documents related

Achievements

• Top Mass Recruitment performer for three consecutive months.
• Best Employee of the Month (July 2018, November 2018, April 2019).
• Shining Star Prize 2018 & Golden Prize 2019.
• Top Consultant – Q3 2019.

Talent Acquisition – Senior Associate Consultant

• Lead internal/external recruitment and headhunting for outsourcing and mass hiring projects.
• Collaborate with clients to analyze hiring needs and develop recruitment strategies.
• Oversee the full recruitment cycle: sourcing, job posting, screening, coordinating interviews, conducting assessments, and managing offer/onboarding processes.
• Act as the main account executive, handling client relationships, contract management, reports, and issue resolution.
• Maintain strong relationships with clients and candidates for long-term hiring needs.
• Manage and leverage the talent pool for future recruitment demands.

HR Outsourcing – Account Executive

• Managed payroll & admin for a 300-employee project.
• Processed monthly payroll, tracked KPIs, incentives, and other benefits.
• Provided consultation on SMUI & tax-related issues for employees.
• Prepared salary budgets, salary analysis, and tax declaration reports.

Other Responsibilities

• Developed recruitment databases, competency kits, and website content for Jobtest.vn.
• Supported policy development and HR compliance initiatives.
• Assisted in organizing workshops, seminars, job fairs, and training programs.
• Contributed to employer branding for Global HRDC & Jobtest.vn.